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What is the appropriate role of stakeholders in this process? (who are they and what do they do?)
How do I evaluate recommendations? How do I prioritize recommendations?
What is the appropriate project structure for completing A Strategic IT Plan?
What are the primary barriers to success for IT planning within my organization?
A Strategic IT Plan provides a working vision that unites the organization behind a common goal Senior Management IT Department Construction Engineering Finance Operations Customer Service Strategic IT Plan Introduction
An IT Manager Gets Hit From All Sides DIRECTOR / EXECUTIVE BOARD CITY HALL CUSTOMERS /PUBLIC FACILITIES CIP
“ Moving Targets”
Introduction OPERATIONS IT DEPARTMENT
IT Departments Typically Face These Types of Problems
Inflexible business processes
Gap between business & IT strategy
Few/minimal IT system standards
“Moving target” goals
Unclear decision-making processes
Water Utilities Have Historically Under-valued IT Professionals
“ IT” Fixes My PC
“ IT” Gets The Utility Bills Out
“ IT” Doesn’t Know Anything About Our Engineering Systems
- LIMS - CMMS - SCADA
- CAD - GIS - Models
IMTech Registration < 500
But The Role of the Water Utility IT Professionals is Changing
“IT” Controls My PC Purchases
“IT” Integrates the Billing System
“IT” is a Player at the Strategic Business Level
1970’s – Manager of Data Processing
1980’s – MIS Manager
1990’s – IT Director
2000’s – Chief Information Officer
The Stature of the IT Professional Has Risen Because
Creating Useful Information From the “Junk Yard of Data” Will Get More Difficult Before it Gets Easier
Appropriate Computers and Electronic Devices are Critical to Job Performance
Integrated Software Systems Dramatically Enhance Productivity
Cyber-security is a Executive-level Concern
Electronic Transactions are the Life Blood of a Modern Utility
Early Morning Session (part 2): Strategic Plan Fundamentals Strategic IT Plan Defined; Step-by-Step Plan Development (in the Ideal…)
A Strategic IT Plan is integral to a continuous program life-cycle
Organizational Strategic Plan
Strategic IT Plan
Tactical Action Plan
What is a Strategic IT Plan? Strategic IT Plan Decision-making process Technology Management Constraints ($, time) Legacy System Requirements Stakeholder Input Existing Skills & Capability Resources
Business Needs/Goals From Organizational Plan To Tactical Action Plan Fundamentals
A Decision Process Map lists the key decision-makers and their roles Executive Board IT Department Staff 1. Strategic Vision 2. Gap Analysis 3. Evaluate Alternatives 4. Document Decisions Articulate goals Assess Current situation Prelim. Project List Senior Mgmt. Status Final Review Stakeholders Public Meeting Steering Committee Fundamentals
There are many types of project outputs, each designed for a different audience
Outsourcing Strategic IT Planning - Boston Water & Sewer Commission (BWSC) Case Study What works and why; Lessons Learned; Pros and Cons of Outsourcing Contact: Ron Sitcawich, MIS Director 617- 989-7000
How are they used to seeing information presented?
How much time/ability do they have to absorb this information?
What are stakeholders planning to do with this information?
What is the purpose of presenting this information?
“ Know The Players” and Design an Appropriate Decision Process
Perform a detailed stakeholder analysis
Develop clear program goals
Bound the problem, limit the scope
Establish clear participant roles and responsibilities
Consider organizational, political and technical issues
Technology Backbone Technology Solutions Project Task Technology Infrastructure Automated Meter Reading Permits and Licenses Accounts Receivable Arrears Field Force Automation Laboratory Information Billing GIS Public Relations Customer Service Capital Projects Planning Work Management People Improvements A Strategic IT Plan Integrates All Dimensions of Defined Improvement Real-World Planning Business Improvements Technology Improvements
Compare/contrast their performance against the pre-defined metrics from Exercise 2.
5 4 3 2 1 Con Pro Project Name Project Number
Exercise 4: Review Some Analytical Tool Outputs (Group Session)
Review tool outputs from several third party decision analysis and software simulation packages.
Discuss the strengths and weaknesses of each output and identify the appropriate use for each tool.
Informal Project Prioritization Divides Projects Into Three Tiers Based On ROI 0 $120 0 20 40 60 80 100 Project Cost Project Performance $20 $40 $60 $80 $100 Not Cost Effective Possible Projects Probable Projects Automate Financial Reporting Automate Work Orders Implement Automated Meter Reading
0 $10 $20 $30 $40 $50 $60 0 20 40 60 80 100 120 140 160 180 200 Total Benefit Cumulative Weighted Performance Benefit These projects produce major benefits relative to their total cumulative costs Total Cost Total Cumulative Cost ($ Millions) Portfolio Analysis Evaluates and Defines the Appropriate Project Mix Across the Entire Organization
Decision Tree Analysis Focuses On Issues Dominated By Risk & Uncertainty Implementation Schedule Slip (months) Total Cost vs. Implementation Schedule Delays Total Cost (k$) 0 1 2 3 4 5 6 7 8 Optimal decision changes if schedule slips more than 6 months
Some Tools Compare and Contrast Projects According to Multiple Criteria
Exercise 5: Identify 5 Appropriate & 3 “Bad” Communications Formats for your Project
Web site content
One-on-one review sessions
Prioritized project list
Others? Feel free to “go off the board”….
Strategic IT Plan Case Study – Summary (Activity & Purpose)
Exercise 1: Key Stakeholders & Program Issues
Know your target audience and the important questions
Exercise 2: Program Goals & Metrics
Define the organizational goals and how you will measure success
Exercise 3: Select/Evaluate Projects
Identify and compare only projects that address mission goals
Exercise 4: Analytical Tool Outputs
Use tools that provide the appropriate level of insight
Exercise 5: Communications Formats
Distill/present data in a way your target audience can understand and absorb
Strategic IT Plan Case Study – Remaining Program Activities
IT Systems Should Support the Business Plan Strategic IT Plan VISION/MISSION BUSINESS PRACTICES PEOPLE PRACTICES TECHNOLOGY SYSTEMS John Naisbitt, IT Visionary “ You have to know WHY before HOW….” Phil Perkins, Pillsbury, CIO “ First ask, what is the business problem that this application is trying to solve? ” Miriam Heller, Professor, U of H “ No matter how brilliantly designed and engineered the IT system, the system is limited if it does not address business requirements up front.”
A Sound Strategic IT Plan Incorporates Both Organizational and Technical Concerns Data Information Knowledge Insight Implementation Process People